# Document Collection Checklist for Bookkeepers: 
What to Request from Clients Each Month

One of the most time-consuming parts of 
bookkeeping is knowing exactly what documents 
to request from each client — and then actually 
getting them.

Here's a complete monthly document checklist 
for bookkeepers, plus tips on how to collect 
everything without chasing clients by email.

## Monthly bookkeeping documents checklist

### Bank & financial statements
- [ ] Bank statements (all accounts)
- [ ] Credit card statements
- [ ] PayPal or Stripe transaction reports
- [ ] Loan statements (if applicable)

### Income documents
- [ ] Sales invoices
- [ ] Payment receipts
- [ ] POS reports
- [ ] Online store exports (Shopify, etc.)

### Expense documents
- [ ] Expense receipts
- [ ] Vendor invoices
- [ ] Utility bills
- [ ] Rent/lease payments

### Payroll (if applicable)
- [ ] Payroll summary
- [ ] Employee timesheets
- [ ] Contractor invoices

### Tax (quarterly or annual)
- [ ] VAT/GST returns
- [ ] Tax payment receipts
- [ ] Prior year returns (new clients)

## How to collect these documents efficiently

**Option 1 — Email (the hard way)**
Send a list by email. Wait. Follow up. 
Wait again. Repeat every month.
Time cost: 3-5 hours/month per bookkeeper.

**Option 2 — Document collection software**
Create a request template with your checklist. 
Send to client via magic link. 
Auto-reminders follow up automatically.
Time cost: 10 minutes/month.

## Building a reusable template

The most efficient approach is to build 
document request templates for each client type:

**Template 1 — Small business (monthly)**
Bank statement, credit card statement, 
invoices, expense receipts

**Template 2 — Freelancer (monthly)**
Bank statement, invoices sent, expenses

**Template 3 — Tax season**
Prior year return, W-2s, 1099s, 
business income summary, expense summary

**Template 4 — New client onboarding**
ID document, prior year returns, 
current bank statements, business registration

## Automate your document collection

Instead of recreating this checklist every month, 
use a tool like DocuChase to:

1. Save templates for each client type
2. Send requests in 60 seconds
3. Let auto-reminders do the chasing
4. Review and approve uploaded documents

Free for up to 3 clients: getdocuchase.com

## Final tip

The best document collection system is one 
your clients actually use. Keep it simple — 
one link, no account required, 
works on any phone.

When clients can upload in 3 clicks, 
they actually do it.
Tags : bookkeeping accounting checklist document-management productivity